COMMUNITIES IN MOTION 2040 PLANNING TEAM November 9, 2011 – 9:00 a.m. – 11:00 a.m. Community Planning Association **AGENDA** I. INTRODUCTION 9:00 II. ACTION ITEMS 9:10 *A. October 12, 2011 Meeting Minutes Co-Chair 9:15 *B. Select Scenario Planning Workshop Carl Miller Indicators Staff will seek approval of indicators for scenario workshops. 9:55 *C. Recommend Approval of Scenario Workshop Carl Miller Invitees List Staff will seek recommendation for approval of the invitee list for scenario workshops. 10:15 *D. Accept Revised Planning Team Charter Co-Chair III. INFORMATION/DISCUSSION ITEMS 10:25 *A. Review Scenario Guidebook Highlights Carl Miller Staff will review the overall content of the scenario guidebook that will be used by workshop participants. 10:40 *B. Review Potential Alternative Scenarios Carl Miller Staff will review selection of alternative scenarios for workshops. 10:50 *C. Review Communities in Motion 2040 Walt (CIM 2040)Art Contest Satterfield Staff will present an overview of an art contest to serve as the kickoff for public outreach for the CIM 2040 process. IV. STATUS REPORT *A. Planning Team Agenda Worksheet *B. Planning Team Attendance List V. ADJOURNMENT 11:00 *Enclosures Times are approximate. Agenda is subject to change. T:\FY12\600 Projects\661 Communities in Motion\1. Team\1.2 Planning Team\ Agendas\110911.docx ITEM II-A COMMUNITIES IN MOTION 2040 PLANNING TEAM OCTOBER 12, 2011 COMMUNITY PLANNING ASSOCIATION **MINUTES** ATTENDEES: Sabrina Anderson, Ada County Highway District Mary Barker, Valley Regional Transit Clair Bowman, City of Nampa, Co-Chair George Crookham, Coalition for Agriculture's Future Michael Garz, Idaho Transportation Department- District 3 Caleb Hood, City of Meridian Chris Hopper, Canyon Highway District No. 4 Wendy Howell, City of Middleton Casey Jones, Boise State University Tracy Kasper, Silverhawk Realty Megan Leatherman, Ada County Development Services David Luft, Department of Environmental Quality Robb MacDonald, City of Caldwell Patricia Nilsson, City of Boise Deanna Smith, Public Participation Committee Nichoel Baird Spencer, City of Eagle, Co-Chair Mark Tate, Building Contractors Assoc. of SW Idaho Brent Turley, Transpo Group Tara Wolfson, Idaho Office for Refugees OTHERS PRESENT: Liisa Itkonen, COMPASS Amy Luft, COMPASS Don Matson, COMPASS Brian McClure, City of Boise Carl Miller, COMPASS Charles Trainor, COMPASS Debbie Winchar, COMPASS CALL TO ORDER RTAC Chair Howell called the meeting to order at 9:02 a.m. INTRODUCTIONS Introductions were made of all attendees. ACTION ITEM A. Recommend Regional Technical Advisory Committee (RTAC) Approval of the Planning Team Charter Liisa Itkonen presented the Planning Team Charter. Discussion: • The comment that the Planning Team has no quorum requirement is not correct and is confusing. • Why will the Planning Team follow Robert’s Rules of Order? Given this is not a decision making body, there is no need for it. This group is to invoke as much involvement, participation and opinion as possible and forward those thoughts to other decision makers. A consensus basis would be preferred. • There was extensive conversation at the last RTAC meeting regarding communication, particularly the liaison and roles between the Planning Team and Leadership Team. Something regarding communication should be mentioned in the Charter. • Why is the Planning Team making a recommendation to RTAC when all RTAC members are represented on this team? • The Charter should be fleshed out more with regard to the process particularly for those who aren’t usually involved with COMPASS. There is a concern that other agencies do not lose their voice as we move forward and will be able to stay highly involved in this process. • The process needs to state that we are recognizing dissenting opinion and/or other concerns. • How will we track the discussions occurring each month? A more detailed explanation of the discussion is needed as opposed to summary minutes. • Not sure why decisions made by the Planning Team are going back to RTAC and not directly to the Leadership Team. Agency representatives need to go back and speak to their additional RTAC representatives. • Don’t be afraid of the Robert’s Rules of Order process. There is order to it. • There is a concern to limiting agency participation to one representative per agency. It is hoped the Planning Team will be open to have additional staff present to help in the follow-up and coordination with its various departments. It would be a benefit to the process to send additional people depending on the topic. • Don’t have a preference regarding Robert’s Rules as long as everyone has a voice. Prefer discussion stay within the Planning Team and not making recommendations to RTAC. There is no need to duplicate our efforts. • The Planning Team can handle the approval of this Charter. 2 • There needs to be recognition that all opinions will be forwarded. If someone has a dissenting opinion or concern, they should be willing to write it down. This needs to be stated in the Charter. • With regard to reporting dissenting opinions, it might help to ask the Leadership Team whether they prefer to have it included in the meeting minutes or as a separate written statement. • Regarding the composition of the Planning Team, RTAC did discuss the possibility of bringing in additional people as the subjects became important. This should be made clear in the Charter. • Need well thought out and written minority and majority reports to be provided to Debbie Winchar for meeting note purposes. • There has been no discussion of whether Chair Howell and Vice Chair Hood would like to be relieved of the Planning Team’s chairmanship duties. The Chair and Vice Chair indicated they did not have a preference. After discussion, Nichoel Baird Spencer moved and George Crookham seconded: • to keep the Planning Team members’ list as currently structured and invite others to participate in discussions; • to use a consensus base as a meeting facilitation process; • the chair will be elected by the Planning Team; • Planning Team liaison(s) will report actions to RTAC and the Leadership Team; • RTAC will be provided with a monthly update; • well thought out and written minority and majority reports will be submitted for the recording of meeting minutes; • quorum of the group is a simple majority; and • consider reorganization of the Charter to establish a clear communication section. After further discussion, the motion was unanimously approved. Sabrina Anderson nominated Nichoel Baird Spencer to serve as the Communities in Motion 2040 Planning Team Chair. Casey Jones nominated Clair Bowman to serve as the Communities in Motion 2040 Planning Team Chair. After discussion, Sabrina Anderson moved and Mary Barker seconded to nominate Clair Bowman and Nichoel Baird Spencer to serve as Co-Chairs for the Communities in Motion 2040 Planning Team. Motion passed with one nay. 3 Co-Chair Bowman presided over the remainder of the meeting. INFORMATION/DISCUSSION ITEMS A. Review Planning Team and Leadership Team Member Lists Liisa Itkonen presented the list of members. Liisa asked if the team would like each other’s contact information (i.e., phone numbers, email addresses). Discussion: • There are several on the Planning Team members’ list that did not come to this meeting. Has there been direct personal contact with each agency representative as a way of outreach to reiterate the importance of their participation in this process. Liisa replied she would follow up with those who are not attending. • Will name cards be provided for future meetings? Debbie replied she is in the process of creating name cards and they will be available for the next meeting. • A suggestion was made to add Geoff Harrison, Cycle Learning Center, as a Bicycle Advocate. Tracy Kasper asked for clarification regarding her representation on the Planning Team. Tracy commented she wears a lot of hats but for this process, she was invited to represent the residential realtors. Her company is Silverhawk Realty. B. Receive Scenario Planning Work Plan Carl Miller presented the scenario planning work plan including the scope and schedule. Co-Chair Bowman asked when this committee would receive dates for key meetings in the scenario planning process. Amy Luft replied February 29 and March 1 and 2, 2012 are the dates tentatively set for the workshops. C. Develop Draft Scenario Planning Workshop Participant List Carl Miller requested the committee’s input on the draft participant list for the scenario planning workshops. Carl said based on the committee’s feedback today, a more detailed list will be given to the Planning Team. Discussion: • COMPASS member agency senior level staff; 24 members; average 2 per: it says 1 to 3 per agency: how will that be weighed? Recommend two per agency and extra if needed. • Non-member small cities and highway districts; 12 are invited: who are the non- members? Please provide a list to the Planning Team. 4 • Major utilities not represented on the Leadership Team: special districts are listed but small utility providers are not listed. • Neighborhood /homeowners associations: two of the five representatives should be non-Boise homeowners associations and neighborhood representatives. • Residential developers and builders: define high-end homes versus starter homes. • Transportation/land use and related professionals: University of Idaho Integrated Design Lab is listed there versus under Universities/Trade Schools. Select another “related professional.” • Youth; members of youth advisory councils: there should be the ability for an at- large youth member. Maybe target a junior high representative versus a high school representative. • Bike/Pedestrian Advocates: separate bike and pedestrian category. • Youth: add Associated Students of Boise State University and other universities that have a different prospective. Also include representation at the university student level. • COMPASS member agency: Treasure Valley Transit might be another important voice to add. • Health Interest: be more specific by adding St.